The Event Medical Plan, Guidance for Event Organisers

When organising any public or private event—whether a music festival, sporting event, equestrian competition, or community fair—ensuring the safety and wellbeing of attendees is a legal and moral responsibility. A critical part of this is the Event Medical Plan.

What is an Event Medical Plan?

An Event Medical Plan is a formal document that outlines how medical emergencies will be managed at an event. It details the resources, personnel, response strategies and procedures necessary to provide effective medical care on-site.

This plan forms part of an event’s wider risk management strategy and is a vital tool in ensuring preparedness for any medical situation—from minor injuries to major incidents.

Why is an Event Medical Plan Necessary?

Legal Compliance & Best Practice

Under the Health and Safety at Work Act 1974 and the guidance in the Purple Guide, event organisers have a duty of care to ensure adequate medical provision is in place. A professional medical plan is often a requirement from local authorities or emergency planning groups.

Risk Mitigation

Every event presents different risks based on size, location, audience profile, and activity type. An event medical plan identifies these risks and ensures the right level of cover is in place.

Efficient Response

With a well-structured plan, medical teams can respond swiftly and effectively. This reduces delays in treatment and ensures clear coordination with local ambulance services or hospitals if escalation is required.

Professional Reputation

Demonstrating that your event has a robust medical plan builds trust with attendees, sponsors, and regulatory bodies.

What Should be Included in an Event Medical Plan?

A comprehensive event medical plan typically includes the following:

Event Overview: Summary of event type, location, dates, expected attendance, and activities.

Risk Assessment: Medical risk analysis based on the nature of the event and demographics of attendees.

Medical Resources: Number and types of medical staff (e.g. paramedics, first responders, nurses, doctors), along with details of treatment equipment and ambulance provision.

Medical Infrastructure: First aid posts, treatment centres, water safety support (where applicable), and communications equipment.

Access and Egress Routes: Plans for emergency vehicle access, including maps showing medical posts and ambulance routes.

Command and Control: Details of communication protocols between medical teams and the event command structure.

Escalation Protocols: Process for managing serious incidents and liaison with statutory services (e.g. NHS ambulance trusts or local hospitals).

Safeguarding Procedures: Protocols for vulnerable persons, including children or at-risk adults.

Post-Event Reporting: Incident logging, debriefing, and learning for future improvement.

Coast Medic and Medical Planning

At Coast Medic Ambulance, we create bespoke medical plans for every event we support, no matter the size or complexity. Our team of experienced planners, paramedics, and risk assessors work with event organisers to ensure that medical cover meets both regulatory standards and the specific needs of each event.

Whether you’re organising a local sports day or a large-scale multi-day festival, we can provide a professionally written Event Medical Plan tailored to your requirements.

Get in touch with Coast Medic to discuss how we can support your event with expert planning and experienced medical teams—both on land and on water.